Membership Agreement Template: What to Include and a Sample

In June, a member of the Bay Point Rowing Club moved out of state and asked for a refund of the $480 season dues she'd paid in March. The club had no written refund rule, so the board debated it for two meetings and finally refunded half. Two weeks later, a member's guest took a club boat out alone and capsized. Nobody was hurt, but nobody could say whether guests were allowed to row unsupervised either.

A membership agreement prevents both arguments. It's the document a member accepts when joining that sets out the terms of membership: how long it lasts, what it costs, how renewal and cancellation work, what conduct is expected, what risks the member accepts and how their data is used. It puts the answers in writing before anyone needs them.

Below you'll find what a membership agreement should cover, a complete template in plain English that you can adapt, refund and cancellation clause options, guidance on getting members to accept it and the state-law caveats that mean a lawyer should review your final version.

What a Membership Agreement Is (and What It Isn't)

Member-based organizations usually have several governing documents. Each has a different job, and the agreement works best when it references the others instead of repeating them.

If you're still drafting the application itself, our membership application form template covers the fields. If your bylaws need work, start with our guide to association bylaws, because the agreement can't grant rights the bylaws don't allow.

Do You Need One?

A short statement of terms on the application may be enough for a book club with $20 dues and no activities beyond meetings. A full agreement is worth the effort if any of these apply:

• You collect recurring dues, especially with automatic renewal.
• Members use facilities, equipment, boats, fields or vehicles.
• Activities carry physical risk, like sports, outdoor trips or workshops with tools.
• Minors participate.
• Members appear in a directory or other members can see their information.
• You've had disputes about refunds, conduct or guests.

What a Membership Agreement Should Cover

Each clause below answers a question that tends to come up at the worst possible moment. Decide the answer now and write it plainly.

Parties and Membership Term

Name the organization and the member, the membership level and when the membership starts and ends. Say whether the term is a calendar year, a season or 12 months from joining. For a household membership, list who's covered.

Dues, Fees and Payment

Reference your current dues schedule rather than writing amounts into the agreement, so a dues change doesn't require a new agreement. State when dues are due, what happens if a payment is late or returned and whether joining fees or assessments apply. Our guide to membership pricing covers setting the amounts themselves.

Automatic Renewal and Cancellation

If memberships renew automatically, this is the clause to get right. For online sales with recurring charges, the federal Restore Online Shoppers' Confidence Act (ROSCA, 15 U.S.C. § 8403) requires sellers to clearly disclose all material terms before collecting billing information, obtain the consumer's express informed consent before charging and provide a simple way to stop recurring charges. Many states have their own automatic renewal laws. New York's General Business Law § 527-a, for example, requires renewal terms to be presented clearly and conspicuously, an acknowledgment the consumer can keep and an easy cancellation method, including online cancellation for memberships accepted online.

Whether these laws reach your organization depends on its structure, what you sell and your state, so ask a lawyer. Following the same practices is good policy anyway, and the FTC's consumer guidance on automatic renewals shows what members are told to expect:

• State plainly that the membership renews automatically, at what price and how often.
• Get an affirmative yes, like an unchecked box the member checks, not a pre-checked one.
• Send a reminder before each renewal charge. Our membership renewal strategy covers timing.
• Make cancelling as easy as joining.

Refunds

Pick one refund rule and apply it consistently. The options are compared in a table further down.

Member Responsibilities and Code of Conduct

Summarize the expectations in two or three sentences and refer to the full code of conduct as a separate policy. Cover respect for other members and staff, harassment, use of facilities and equipment, guest rules and alcohol at events if relevant.

Suspension and Termination

Explain how a membership can end: the member cancels, dues go unpaid past the grace period or the organization terminates the membership for cause. For terminations, describe a fair process consistent with your bylaws, typically written notice of the concern, a chance to respond and a decision by the board.

Assumption of Risk and Liability Waiver Basics

If your activities carry physical risk, members should acknowledge that risk in writing. A typical waiver describes the activities and their risks, states that the member voluntarily accepts those risks, releases the organization from certain claims, authorizes emergency medical treatment and is signed and dated.

Be realistic about what a waiver can do. Whether a waiver holds up, and how far it reaches, depends on state law. Courts look at how clearly it's written, what it tries to excuse and who signed it. Rules for waivers signed by parents on behalf of minors differ significantly between states. A waiver also doesn't replace liability insurance. For both reasons, many organizations keep the waiver as a separate, clearly titled document that a lawyer licensed in their state has reviewed.

Photos and Media

If you photograph events and use the images in newsletters or social media, say so, and give members a simple way to opt out.

Data Use and Privacy

Tell members what you collect, why and who sees it. Address the member directory explicitly: what appears, whether it's opt-in and who can see it. Our guide to building an online member directory covers consent in detail. State whether you ever share or sell member lists. The simplest promise to keep is "we don't."

Changes, Governing Law and Signatures

Explain how you'll notify members of changes to the agreement and when changes take effect. Name the state whose law governs. End with a signature or acceptance line and the date.

Membership Agreement Template

This template is written in plain English for a small or midsize club or association. Replace everything in brackets, delete clauses that don't apply and have a lawyer licensed in your state review the final version before you use it.

[ORGANIZATION NAME] MEMBERSHIP AGREEMENT
Version [number], approved by the board on [Month Day, Year]

1. WHO THIS AGREEMENT IS BETWEEN
This agreement is between [Organization name], a [state] nonprofit
corporation ("we," "us"), and the member named below ("you").
For household memberships, it covers the people listed on your
membership record, and you accept it on their behalf where the law
allows.

2. YOUR MEMBERSHIP
Membership level: [level]
Membership term: [calendar year / season from [date] to [date] /
12 months from your start date]
Your membership gives you the benefits described for your level at
[web page link]. Our bylaws, available at [link], govern membership
classes, voting rights and meetings.

3. DUES AND FEES
You agree to pay the dues and fees for your membership level set out
in our current dues schedule at [link]. Dues for each term are due
on [due date]. A one-time joining fee of $[amount] applies to new
members. If a payment is returned or not completed, we will contact
you, and you agree to pay the amount due within [number] days.

4. RENEWAL
[Option A, automatic renewal:] Your membership renews automatically
at the end of each term at the dues rate in effect at that time,
and we will charge the payment method on file. We will send you a
reminder at least [30] days before each renewal with the amount and
the renewal date. You can turn off automatic renewal at any time
before the renewal date by [method, e.g., using the link in the
reminder, signing in to your account or emailing us at [email]].
[Option B, manual renewal:] Your membership ends at the end of the
term unless you renew. We will send you renewal reminders before
it ends.

5. CANCELLATION AND REFUNDS
You can cancel your membership at any time by [method]. [Insert the
refund rule your board chose, for example: "If you cancel within
14 days of paying, we will refund your dues in full. After that,
dues are not refundable, except as approved by the board for
relocation more than 50 miles away, a medical reason or military
deployment."] Joining fees are not refundable.

6. YOUR RESPONSIBILITIES
You agree to follow our code of conduct and facility rules at
[link], treat other members, guests, volunteers and staff with
respect, use equipment and facilities only as permitted and keep
your contact information up to date. You are responsible for the
conduct of guests you bring.

7. SUSPENSION AND TERMINATION
Your membership ends if you cancel, or if dues remain unpaid
[number] days after the due date. We may suspend or terminate a
membership for serious or repeated violations of this agreement or
our code of conduct. Except in an emergency involving safety, we
will tell you about the concern in writing, give you a chance to
respond and have the board make the decision under our bylaws.

8. RISKS OF PARTICIPATION
[Use only if your activities carry physical risk, and have the
wording reviewed under your state's law.] You understand that
[activities] involve risks, including [examples]. You choose to
participate voluntarily. You also agree to sign our separate
participation waiver before taking part in [activities].

9. PHOTOS AND MEDIA
We take photos and videos at events and may use them in our
newsletters, website and social media. If you prefer not to appear,
tell us at [email] and we will do our best to honor your request.

10. YOUR INFORMATION
We collect the information on your membership application and
records of your dues, event participation and communications. We
use it to run your membership, communicate with you and meet our
legal obligations. We do not sell or rent your information. Your
listing in the member directory is optional: you choose whether
to appear and which details are shown. Our privacy policy at [link]
explains how to update your information or ask us to delete it.

11. COMMUNICATIONS
We will send membership notices, such as renewal reminders and
meeting notices, to the email address on your record. You can opt
out of newsletters and promotional messages at any time.

12. CHANGES TO THIS AGREEMENT
We may update this agreement. We will tell you about material
changes at least [30] days before they take effect, and they will
apply from your next renewal unless the law requires otherwise.

13. GOVERNING LAW
This agreement is governed by the laws of the State of [state].

14. ACCEPTANCE
By signing below or checking the acceptance box when you join or
renew online, you confirm that you have read and agree to this
agreement and the policies it refers to.

Member name: ______________________  Date: ______________
Signature: _________________________

Refund and Cancellation Clause Options

Refunds cause more member disputes than any other clause. Choose a rule that fits what members actually receive.

Whichever you choose, say how to request a refund, who decides and how long it takes. Some states regulate cancellation rights for specific contract types, such as fitness memberships. If you sell gym-style access, check your state's rules with your attorney general's consumer protection office.

How to Get Members to Accept the Agreement

Online Acceptance

Electronic acceptance is normal and generally valid. Under the federal ESIGN Act (15 U.S.C. § 7001), a signature or contract can't be denied legal effect solely because it's electronic. To make acceptance clear:

• Show the full agreement, or a prominent link to it, before the member accepts.
• Use an unchecked box with wording like "I have read and agree to the membership agreement."
• Record the version number and the date and time of acceptance on the member record.
• Send the member a copy they can keep.

Paper Acceptance

For in-person sign-ups, have the member sign and date the agreement, give them a copy and file the original or a scan with their record.

When Terms Change

Each member's record should show which version they accepted. When you approve a new version, send it with your renewal notices and have members accept it as part of renewing. Our guide to the membership renewal letter shows how to include it without burying it.

Make It Part of Onboarding

The agreement shouldn't be the last thing a new member reads and then forgets. Mention the key points, like guest rules, cancellation and the directory opt-in, in your welcome sequence. Our member onboarding process shows where those reminders fit.

State-Law Caveats and When to Call a Lawyer

The template gives you a solid starting draft, not legal advice. Have a lawyer licensed in your state review it, especially if any of these apply:

• Liability waivers. Enforceability and required wording vary by state.
• Minors. States differ on whether and how parents can waive claims for their children.
• Automatic renewal. Federal and state rules on disclosures, consent and cancellation may apply.
• Fitness or recreation contracts. Some states have specific rules for these memberships.
• Arbitration or limitation clauses. These are heavily state-dependent; don't add them from a generic template.
• Data and privacy. State privacy laws differ in whom they cover; check which apply to you, and protect member data well regardless. Our guide to association data security covers the practical side.

If cost is a concern, ask your state bar's lawyer referral service or a local nonprofit legal assistance program about low-cost reviews for community organizations.

Keep the Agreement Current

Review the agreement once a year, ideally before your renewal season, and keep a version log so you always know which members accepted which terms.

Frequently Asked Questions

Is a membership agreement legally binding?

It can be, if it's properly offered and accepted, like any contract. Whether specific clauses, such as a liability waiver or an arbitration clause, are enforceable depends on state law and how they're written. Have a lawyer licensed in your state review the final version.

What's the difference between bylaws and a membership agreement?

Bylaws govern the organization itself: the board, elections, membership classes and voting. A membership agreement sets the terms between the organization and each member, like dues, renewal, refunds and conduct. The agreement should refer to the bylaws, not repeat or contradict them.

Can members accept a membership agreement online?

Yes. Under the federal ESIGN Act, a contract or signature can't be denied legal effect solely because it's electronic. Show the agreement before acceptance, use an unchecked box the member checks, record the version and date and send a copy.

Should the liability waiver be a separate document?

Often, yes. A separate, clearly titled waiver is harder to overlook, can be signed for each activity or season and can be reviewed under your state's law without reopening the whole agreement.

Can we change the membership agreement mid-year?

You can update it, but give members notice before changes take effect, and apply material changes from the next renewal where possible. Keep a version log and record which version each member accepted.

Do we need a lawyer to write a membership agreement?

You can draft it yourself using a template, but have a lawyer review the final version, especially the renewal, refund, waiver and data clauses. Those are the areas where state law differs most.

Next Steps

1. List your disputes and near misses from the last two years. Each one points to a clause you need.
2. Adapt the template, deleting what doesn't apply and adding your refund rule.
3. Separate the waiver if your activities carry physical risk.
4. Get a legal review from a lawyer licensed in your state.
5. Build acceptance into joining and renewal, and record the version each member accepted.

In campai, online membership applications can include required fields, such as a yes/no confirmation that the applicant has read your agreement, and you can keep documents with each member's record. Members can review their membership terms and dues in the Community App member area. See member management for details, or how sports clubs organize memberships with campai.